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Minutes TC 12/17/2007MINUTES OF REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION,100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS Monday,December 17,2007 7,00 P.M. STATE OF TEXAS § COUNTY OF DENTON § The Town Council of the Town of Trophy Club,Texas,met in a Regular Session on Monday,December 17,2007. The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT, Nick Sanders Susan Edstrom Pam Cales Jim Moss Philip Sterling Kathleen Wilson STAFF AND GUEST(S)PRESENT: Brandon Emmons Stephen Seidel Lisa Ramsey Patricia Adams Scott Kniffen Danny Thomas Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member Town Manager Assistant Town Manager Town Secretary Town Attorney Police Chief Fire Chief A.1 Mayor Sanders called the Regular Session to order at 7:02 p.m.noting a quorum was present. A.2 Council member Wilson gave the Invocation. A.3 Mayor Pro Tern Edstrom led the Pledges. A.4 Citizen presentations: Mayor Sanders encouraged the audience that these presentations should relate to Town business and not be used to attack one another. Mayor Sanders mentioned Ihe passing of Chuck Frame and advised Ihe family has asked for donations to the North West ISO in lieu of flowers,for a scholarship 10 be given in Chuck's name. Greg Lamont,15 Avalon -Addressed the Council regarding the Frank Waite's report. Mayor Sanders referenced Gade Hinkle,31 B Inverness Drive,petitioning Council for reimbursement for car damage due to the gale.What gate? A.S Presentation by Captain Cimato regarding our soldiers in Iraq. Captain Cimato was unable to attend and apologized for the late notice.Captain Cimato plans to make a presentation in April. TOWN COUNCIL CONVENED INTO REGULAR SESSION "REGULAR SESSION December 17,2007 1 B.l Discuss and take appropriate action regarding a Proclamation recognizing Arbor Day,April 13, 2007. Mayor Pro Tem Edstrom read the Proclamation. MOlion made by Moss,seconded by Cates to approve. Motion passed unanimously without any discussion. B.2 Discuss and take appropriate action to approve the new version of the Town's Emergency Management Plan. Town Manager Emmons advised staff has been working on revisions to the existing annexes (appendixes and additional material attached to the Plan)and making the necessary updates as required by the State.Fire Chief Thomas said the Town has had a joint Emergency Plan with Denton County since 1987 and the State recently biassed the Town with an individual plan.Council asked why the plan was not included.Fire Chief Thomas advised that discs are being made for the Council and from a security standpoint certain sections are not public record.Council member Moss does not feel qualified to second guess the staff and recommended approval. Motion made by Moss,to approve.Motion died for lack of a second. Council directed Town Manager Emmons to provide them with a summary of lhe information that can be provided. Council discussed training and drills for the Mayor and Mayor Pro Tem.Police Chief Kniffen explained the Town's Plan mimics the guidelines implemented by the State's compliancy regulations. Motion made by Wilson,seconded by Moss to approve the new version of the Town's Emergency Management Plan. Mayor Pro Tern Edstrom would like for Council to understand their responsibilities in case of an emergency. Council member Cales feels Chief Thomas is competent in his abililies and would still like to see a summary. Motion passed 3:2,with Cates and Sterling voting against. 8.3 Discuss and take appropriate action regarding an lnterlocal agreement between the Town and Denton County to provide for County collection of PIO Assessments for Town of Trophy Club Public Improvement District No.1 (The Highlands of Trophy Club Project). Town Manager Emmons provided this plan is similar to other agreements the Town has with Denton County. Currently,the outstanding piece is syncing the software at DCAD.Emmons recommends approving and then bringing it back 10 Councillor ratification. Town Altorney Adams said she just heard that the County is now preparing their own document.Based on this update,Town Manager said he would recommend waiting. No action taken.Item will come back once Denton County's document is complete. B.4 Discuss and take appropriate action regardIng Amending to Section 4.05(B)(2}of Article IV, Chapter 5 of the Code of Ordinances relating to number,size and placement of political signs. Mayor Sanders summarized Council's discussion and direction from their August 20,2007 meeting. Motion made by Edstrom,seconded by Cates to approve. December 17,2007 2 Council member Sterling asked if this is similar 10 other municipalities.Town Manager Emmons said each city has their own restrictions;however,he is not aware of a city that limits one sign for each candidate.Town Attorney Adams explained the Town can regulate,as long as the Council believes they are acting in a reasonable and good failh effort. Mayor Pro Tern Edstrom spoke to the time constraints of Code Enforcement dealing with sign enforcement and questioned if the Council is being reasonable and allowing the residents to support the candidate of their choosing. Greg Lamont,15 Avalon -Provided the United States Supreme Court Ruling limiting the number of signs per candidate on the election ballet illegal. Dennis Sheridan,1 Hillcrest Ct.-Requests that the Ordinance be one sign per candidate. Mayor Sanders does not feel this Ordinance meets Edstrom's objectives,as the language is still vague. Council member Cates asked if the Council should change based on Mr.Lamont's presentation.Mayor Sanders and Edstrom feel as long as it is reasonable in time,place and manner,and asked the Council 10 look al this from a local,regional and national perspective. Edstrom withdrew her motion,the second agreed. Motion made by Sterling,seconded by Edstrom to revise 'No more than one (1)of such signs for each political candidate and two signs per issue on the election ballot shall be erected on any parcel of land,"Council member Sterling also added to strike the last sentence of the paragraph in order to be consistent. Town Attorney Adams suggested that the language be revised and brought back at a later date rather than amending during the meeting. Motion to refer made by Edstrom,seconded by Cates. Motion passed unanimously without further discussion. B.5 Discuss and take appropriate action to approve Minutes dated,November 30,2007. Motion made by Edstrom,seconded by Wilson to approve. Motion passed 3;0:1,with Sterling abstaining. B.6 Discuss and take appropriate action regarding the potential retention of The Management Conneclion for Council developmenl and Iraining services. Mayor Sanders advised he requested this Item be placed on the agenda.Staff recommends the Items under B.7 be discussed after training meetings are conducted.Mr.Gonzales would like to meet with all Council Members and select members of staff first and then come back with a proposal.Mayor Sanders questioned if Council would be willing to spend one hour with Mr.Gonzales to determine if he is a good fit prior to retaining.Town Manager Emmons has spent approximately three hours with Mr.Gonzales discussing long-term and short-term planning,dynamics and communications between Council and Staff. Council member Cates confirmed there would be no charge associated to Council's preliminary discussions with Mr.Gonzales. Council was amenable to meet with Mr.Gonzales.Town Manager Emmons will schedule the meetings. Noting no objeclions from the Council,Mayor Sanders pulled Item 8.7 until alter the meetings occur. December 17.2007 3 B.7 Discuss and take appropriate action regarding employees who report directly to the Town Council and the following: A.Discuss and provide input on methods In which to improve and enhance communication between employees who report directly to Town Council and Town Council. B.Discuss and take appropriate action with regards to reviewing and/or amending job descriptions of the Town Manager,Town Attorney and Town Secretary. No action taken. B.8 Discuss and receive input regarding the 2007 Citizen of the Year and Founder's Day Celebration. Mayor Sanders provided Citizen of the Year first began as a non·council event in which the staff selected the recipient. Council member Cates feels Council should have final approval.Town Manager Emmons prefers staff only provide an administrative role and suggested a committee of the past recipients recommend a nominee to the Council and Council make the final decision.Council member Wilson supports this suggestion. Mayor Sanders explained the plaque in the foyer was dedicated as a memorial to Mr.Jerry Svore last year at the Founders'Day reception.Council member Cates suggested a volunteer appreciation reception in conjunction with the Founders'Day.Mayor Sanders asked the Council to send a list of volunteers to Town Manager Emmons 10 include on the invitation list. B.9 Items for Future Agenda. Council member Moss requested discussion and action regarding citizen presentations be limited to three minutes and not allow the transfer of minutes to others.If the subject is Council business and needs further discussion,make the subject an agenda item.Moss would like for personal attacks on others not be allowed. Mayor Sanders said Council would have to change their ·procedures manual·to a three minute limit.The manual slales a citizen be provided time before and after an item is discussed.In reference to the personal attacks,this becomes hard when a person actually address a real town item in one sentence and then follows up with an attack on a Council member,another citizen or a staff member.Council will add this request to the future items for more input. Mayor Pro Tem Edstrom requested Police Chief Kniffen to research 'no cell phones'in School Zones. Council member Moss requested the issue on speed limit reduction be placed back on the list. Council member Wilson would like Town Manager Emmons to provide an update on the water feasibility study progress and whether the MUDs are willing to participate. Council member Cates asked that the application deadline for Charter Review Commission be extended until January 4,2007. B.l0 Town Manager Emmons to designate an Acting Town Manager. Town Manager Emmons advised that the Charter requires he designate an Acting Town Manager in the event he is incapacitated.Emmons designated Assistant Town Manager Stephen Seidel. B.ll Reports. A.Town Manager Emmons gave his Report. B.Assistant Town Manager Stephen Seidel provided an update of the Buxton Report. December 17,2007 4 EDC 48 Liaison,Council member Sterling gave his report. TOWN COUNCIL CONVENED INTO EXECUTIVE SESSION EXECUTIVE SESSION C.l Pursuant to Texas Government Codel Annotated,Section 55l.074(a}(1)"Personnel Matters:the Council will remain in Executive Session,unless the employee who is the subject of the personnel matter elects an open meeting,to deliberate the appointment,employment,evaluation, reassignment,duties,discipline,or dismissal of a public officer or employee relating to: Town Secretary,Lisa Ramsey requested the discussion in Open Session. Council recessed for five minutes and reconvened at9:14 p.m. (1)Duties,goals and objectives of Town Secretary,Lisa Ramsey. Town Secretary,Lisa Ramsey explained the goals and objectives emailed to the Council on December 10lh as requested by Ihe Council.Ramsey explained Ihe Texas Municipal Certification Program she is enrolled in and the status of Ihat certification as well as areas of improvement.Council member Cales said Ramsey did a good job putting her goals and objectives together. Mayor Pro Tern Edstrom suggested Ramsey add improvements to communication with other directors and as it relates to the Agenda and software uses.Mayor Sanders explained the staff's desire to change the Agenda process in order to help the Town Secretary meet her Agenda posting deadline. Mayor Sanders challenged the Council to accomplish reviewing slall members who directly report to the Council prior 10 a change in Council and review job descriptions of said employees. Council member Cates hesitated to add more goals and agreed with the Mayor that Ramsey needs to better utilize her vacation and compensatory time with appropriate oversight of the Town Manager. (2)Terms of contingent employment separation agreement with lisa Ramsey. Mayor Sanders noted Town Secretary,Lisa Ramsey did not refuse 10 sign the agreement as indicated by Mr. Waite and questioned possible negotiation in two areas regarding the compensatory time and letler of recommendation. Council member Cates does not feel the recommendation from the Mayor needs to be included in the agreement. Council member Wilson confirmed the Town's policy does not allow payment of compensatory time. Council member Moss confirmed this separation agreement will conclude on April 22,2008 and at the completion the probationary period.Mayor Sanders confirmed Lisa Ramsey's wishes,even prior to the events beginning in August are for an employment agreement,considering this position reports directly to the Town Council. TOWN COUNCIL RECONVENED INTO REGULAR SESSION "REGULAR SESSION Crosed Executive Sessions and reconvened into Regular Session at 9:28 p.m. 0.1 Discuss and take appropriate action relative to Executive Session Item Number Cl. Motion made by Cates,seconded by Edstrom authorizing the employment probationary terms agreement provided by Ralph Scoggins. Motion passed 3:1,with Council member Wilson opposing. ~ber17.2007 5 0.2 Adjourn. Malian made by Sterling,seconded by Edstrom to adjourn. Meeting adjourned at 9:35 p.m. Lisa Ramsey,Town Secretary Town of Trophy Club,Texas December 17,2007 Nick Sanders,Mayor Town of Trophy Club,Texas 6